Date? Check. Time? Check. Place? Sure! You have the three important things on your invitation. But then you're not there yet. Because a good event invitation is more than just mentioning date, time and location. It's about arousing curiosity. Making an impression. It is the moment to convince people: you want to be there. From an invitation for a business event to an intimate brainstorming session, we will help you on your way.
How do you want to send the invitation?
Wait a little longer before letting loose on the visuals or directing the designer. Because first ask yourself: how do you want to send the invitation? Because this depends on the design, tone and shape of the invitation.
physical invitations A sophisticated gathering or a special occasion? A physical invitation adds that little bit of extra flair. It’s a lovely way to kick off your gala, for example. Or an exclusive conference. A networking dinner. It feels personal and lends extra prestige. Perfect for a business event at the Beatrix Theatre, for instance.- Email
Less personal, but incredibly handy and a popular choice for a business invitation: email. It’s incredibly easy to personalise, include links and create a calendar event. Do remember to use a good subject line and subheading – that’ll encourage people to open it. - Video
Video invitations are becoming increasingly common. That’s hardly surprising, as they’re a great way to give a sneak peek at what’s in store. A combination of moving images and music always goes down well. It’s particularly nice to have the CEO talk about the event, or to give the speaker a few moments to say a few words. - Social media
Are you organising an accessible event? Such as an open day, a networking drinks event, an informal get-together or a small presentation? If so, an invitation via social media or another platform is ideal. Consider LinkedIn, Facebook, Eventbrite or Instagram. - A combination
Finally (our favourite), a combination of invitations. For example, send a physical save-the-date, followed by a digital reminder. And use your social media to promote it and stay top-of-mind.
Some tips for making an invitation
Organisers regularly share their business event invitations with us. In addition, we ourselves regularly organise various events where we also send invitations. So we know very well what works and what doesn't. These are our best tips for making your own event invitations.
Tip 1. Focus on the basics
It might surprise you … but it happens more often than you think: the most important information is missing. Or it isn’t stated clearly. We’ve even seen cases where the wrong month was listed! Also, check carefully that there isn’t too much text. So focus on the basics: what, where, when, what time and who’s invited.
Tip 2. Use good titles
We’ve written about this before: a good subject line is extremely important. Make it intriguing, surprising or appealing. So don’t write: “Invitation to our event”, but rather: “Will you be there? Discover the latest insights from so-and-so”.
Tip 3. Make it visually appealing
An invitation is just like food. If it doesn’t look appetising, you’re unlikely to want to try it. So make your invitation appealing and use visuals to create the right atmosphere. Think carefully about details such as imagery, typography and colour.
Tip 4. Make registration simple
There’s nothing more annoying than an invitation where you have to search for how to respond. So make sure you include a clear call to action: “Register here” or “Book your place”. In an email or digital invitation, include a clear button; in a physical invitation, use words such as: “Register via …”
Tip 5. Personalise the invitation
What’s the best way to reach people? Address them directly. For example, use the recipient’s name in the salutation or subject line. This makes people feel special, which increases the likelihood that they’ll want to attend.
Tip 6. Consider the timing
Sending an invitation at the wrong time can be the deciding factor between a full house and a low turnout. For example, don’t send it too early, as people might forget about it. Sending it too late isn’t an option either, as there’s a good chance people’s diaries will already be full.
Tip 7. Get someone else to proofread it
Have you been working on the invitation for a long time? You’ll have become too fixated on it. Put simply, you can no longer spot your own mistakes. What’s more, what you find appealing may not necessarily suit the event. So ask someone else to have a look. A second pair of eyes is always helpful.
Ready to organise a successful event? With more than 100 years of experience in organising and hosting events, we know exactly what works and what doesn't work well. Also how to make a good invitation that is attractive and encourages people to come. Need help? We are here for you.
